The procedure is the same as membership billing. Briefly the procedure is:

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2. You will return to Dues/Subscriptions window, CLICK CREATE INVOICE, this will open Dues Billing Selections window,

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And under Billing Options always CHECK Renewal and CLICK the product/journal code and CLICK OK. See below

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'''STEP ONE: OPENING A BATCH''', before you can process any membership, A/R Cash must be open.

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Batches are created by date, and there will be multiple batches for each date.

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The batch numbers always begin with the year/month/day followed by the next batch number available for that date.

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Each batch has a control sheet attached to it.

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You will need to open the batch listed in the top right corner of the control sheet. In order to do this:

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*Click on A/R Cash icon

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*Click on Manage Batches

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* Click open

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* Type in batch number listed on transaction sheet

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* On the left hand side you will notice a number of different batches.

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* To locate your batch, click on the word open or find and type in your batch number next to the word Batch, hit enter.

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* Once you have located your batch, reconfirm that the control amount matches the total amount on your control sheet.

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* Click on VIEW BATCH (located at left hand bottom portion of screen)

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* Close the window by clicking on the X

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* Your batch is now open and ready for entry.

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'''STEP TWO: ADDING THE PRODUCT CODE FOR THE SUBSCRIPTION'''

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The procedure for adding the product codes is:

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#Click Ctrl F and type in the ID number of the subscriber

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#Quickly verify that you are on the correct record

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#CLICK the Billing tab on the lower window

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#CLICK the NEW BUTTON on the RIGHT SIDE of the Billing window

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[[Image:New_subs_entry_1.png|thumb]]

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5.The Dues/Subscriptions Item Detail window will open

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6.CLICK NEW button in the Dues/Subscriptions window and enter product code, source code and CLICK SAVE.

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[[image:New_subs_entry_3.png|thumb]]

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'''STEP THREE: BILLING'''

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You will return to Billing window, CLICK CREATE INVOICE [[image:New_subs_entry_5.png]], this will open Dues Billing Selections window,

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And under Billing Options always CHECK Renewal and CLICK the product/journal code and CLICK RUN. See below:

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[[Image:New_subs_entry_4.png|New_subs_entry_4.png]]

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The billed item should look like this on the billing tab:

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[[Image:New_subs_entry_9.png]]

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'''STEP FOUR: PAYMENT ENTRY'''

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If a calendar year or specific dates have been requested, adjust start and expire dates BEFORE APPLYING PAYMENT.

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a. Go to the billing tab, highlight the product code you have just billed and double click. This will open the Dues/Subscriptions Item Detail window again

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b. Go to Last Billed field and change period and thru fields and CLICK OK.

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CLICK Payment [[image:New_subs_entry_6.png]] to go to the payment entry screen.

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This will open the payment window '''(add image)'''

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*CLICK New button at the top of the window.

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*Enter source code-click magnifying glass to look up the code or the source code would be one of the following:

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::*SR=ALA subscription renewal 1st Notice

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::*SR2=ALA subscription renewal 2nd Notice

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::*SR3=ALA subscription renewal 3rd Notice

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::*SR3=ALA subscription renewal 4th Notice

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::*SR5=ALA subscription renewal 5th Notice

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::*38=Online subscription order form

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::*39=Online MACS periodicals order form

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::*881=Renewal, other form

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::*883=New, other form

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::*884=Sub phone renewal

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::*885=Sub phone new

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::*886=Sub online new

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::*887=Sub online renewal

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*Enter check number

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If a calendar year or specific dates have been requested, adjust start and expire dates. Go to the dues/subscriptions window, highlight the product code you have just billed and CLICK edit. Go to Last Billed field and change period and thru fields and CLICK OK.

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*Enter amount and make sure that it is applied to the title you are paying and that the expiration date has rolled forward correctly.

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3. CLICK Payment and complete entry.

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*CLICK OK and go to the next entry.

Latest revision as of 09:37, 8 June 2009

New subscriptions will require that you add the product code and do the billing.

The procedure is the same as membership billing. Briefly the procedure is:

STEP ONE: OPENING A BATCH, before you can process any membership, A/R Cash must be open.

Batches are created by date, and there will be multiple batches for each date.

The batch numbers always begin with the year/month/day followed by the next batch number available for that date.

Each batch has a control sheet attached to it.

You will need to open the batch listed in the top right corner of the control sheet. In order to do this:

Click on A/R Cash icon

Click on Manage Batches

Click open

Type in batch number listed on transaction sheet

On the left hand side you will notice a number of different batches.

To locate your batch, click on the word open or find and type in your batch number next to the word Batch, hit enter.

Once you have located your batch, reconfirm that the control amount matches the total amount on your control sheet.

Click on VIEW BATCH (located at left hand bottom portion of screen)

Close the window by clicking on the X

Your batch is now open and ready for entry.

STEP TWO: ADDING THE PRODUCT CODE FOR THE SUBSCRIPTION
The procedure for adding the product codes is:

Click Ctrl F and type in the ID number of the subscriber

Quickly verify that you are on the correct record

CLICK the Billing tab on the lower window

CLICK the NEW BUTTON on the RIGHT SIDE of the Billing window

5.The Dues/Subscriptions Item Detail window will open

6.CLICK NEW button in the Dues/Subscriptions window and enter product code, source code and CLICK SAVE.

STEP THREE: BILLING

You will return to Billing window, CLICK CREATE INVOICE , this will open Dues Billing Selections window,

And under Billing Options always CHECK Renewal and CLICK the product/journal code and CLICK RUN. See below:

The billed item should look like this on the billing tab:

STEP FOUR: PAYMENT ENTRY

If a calendar year or specific dates have been requested, adjust start and expire dates BEFORE APPLYING PAYMENT.

a. Go to the billing tab, highlight the product code you have just billed and double click. This will open the Dues/Subscriptions Item Detail window again

b. Go to Last Billed field and change period and thru fields and CLICK OK.

CLICK Payment to go to the payment entry screen.

This will open the payment window (add image)

CLICK New button at the top of the window.

Enter source code-click magnifying glass to look up the code or the source code would be one of the following:

SR=ALA subscription renewal 1st Notice

SR2=ALA subscription renewal 2nd Notice

SR3=ALA subscription renewal 3rd Notice

SR3=ALA subscription renewal 4th Notice

SR5=ALA subscription renewal 5th Notice

38=Online subscription order form

39=Online MACS periodicals order form

881=Renewal, other form

883=New, other form

884=Sub phone renewal

885=Sub phone new

886=Sub online new

887=Sub online renewal

Enter check number

Enter amount and make sure that it is applied to the title you are paying and that the expiration date has rolled forward correctly.